#102059 Administrative Assistant Supervisor
Company: University of California - San Diego Medical Cente
Location: San Diego
Posted on: November 11, 2019
#102059 ADMINISTRATIVE ASSISTANT SUPERVISOR
Extended Deadline: Wed 11/13/2019
UCSD Layoff from Career Appointment: Apply by 10/03/19 for
consideration with preference for rehire. All layoff applicants
should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/15/19. Eligible Special
Selection clients should contact their Disability Counselor for
UCSD Department of Neurosurgery is among the leading neurosurgical
centers in the country. The Department offers challenging career
opportunities in the diverse areas of state-of-the-art clinical
services, advanced educational programs, and cutting-edge research.
The department is committed to offering a dynamic learning
environment and growing opportunities to its talented and dedicated
Under general supervision of Exec. Director of the Chair's Office,
the incumbent will serve as the Administrative Assistant Supervisor
for the Department of Neurosurgery. The Neurosurgery Administrative
Assistant Supervisor is responsible for reviewing and prioritizing
all administrative and patient requests and communications
involving and in support of the Neurosurgery Faculty. Provides
training and oversight as appropriate to other staff for
administrative and clinical tasks needing to be performed. Monitors
staff productivity and balances staff assignments for effective
service delivery. Assesses educational and training needs of staff
and facilitates staff development.
Manages day-to-day smooth operation of administrative functions,
including long- and short-range administrative needs. Interacts
closely with Department faculty and Department Business Office
Staff. Using sound judgment, troubleshoots/resolves administrative
issues. Oversees and/or directly performs the documentation and
information gathering required for daily triage phone calls and
requests. Monitors and determines the need for office supplies and
orders using on-line ordering system. Coordinates meetings and
training sessions with industry representatives from various
medical companies by arranging dates, times and location.
Fosters stellar customer service by receiving and returning phone
calls in a timely manner.
Responsible for verifying appointments/scheduling using on-line
systems. Assists with patients scheduling changes as needed.
Responsible for coordinating and executing projects, independently
composing correspondence, managing complex appointment calendar and
travel schedule, coordinating meetings and special events, and
serving as liaison with constituents on behalf of Division faculty.
Prepares, oversees and authorizes payment authorizations, purchase
orders and travel for Neurosurgical faculty. Coordinates medical
staff privileging and oversees maintenance of licensing (i.e.
medical, DEA, etc.). Coordinates preparation of academic review and
The Administrative Assistant Supervisor will supervise a team of
support staff and must be comfortable directing and guiding the
work of the team. Performs other duties and responsibilities as
needed. Receives predetermined work assignments that are subject to
a moderate level of control and review. Directs subordinates to
complete assignments using established guidelines, procedures, and
policies. Works on issues of limited scope. Requires full knowledge
of own area of functional responsibility.
Bachelor's Degree in related area; and/or equivalent
A minimum of three (3+) or more years of senior-level
Demonstrated working knowledge of the organization's processes and
procedures, rules and regulations. Demonstrated skills to evaluate
issues and identify resolutions.
Working knowledge of how to accurately complete invoices and
ordering forms. Working knowledge of specific forms and mechanism
used for ordering supplies and services.
Experience in screening telephone calls and directing callers to
appropriate resource or to physician or staff for further screening
Proven ability to hire, train, supervise, and schedule work of
others. Skill in initiating team building techniques to create a
positive working environment and organizational cohesiveness.
Working knowledge of the standard pre-test and pre-procedure
instructions which patients may receive. Ability to distinguish
between instructions which may be provided by the doctors or
Proficiency using organization-specific and other computer
application programs. knowledge of computer operations with proven
data entry skills. Working knowledge of Epic Enterprise system as
required to perform job functions.
Excellent interpersonal skills including verbal and written
communication, active listening, critical thinking, persuasiveness,
advising, and counseling to effectively motivate others.
Strong service orientation skills, including tact, diplomacy and
flexibility in order to deal effectively with medical and ancillary
staff, patients and general public.
Proven ability to set priorities, maintain composure and function
efficiently under high volume, multiple demand work conditions.
* General knowledge about neurosurgical clinical and office
services. Knowledge of content and structure of medical
* General knowledge of UCSD Medical Group clinical service and
Medical Center services with respect to geographic location,
telephone number and type of service provided.
* Proven ability to maintain confidentiality and knowledge of UCSD
policy and procedures regarding release of information.
Employment is subject to a criminal background check.
UC San Diego Health is the only academic health system in the San
Diego region, providing leading-edge care in patient care,
biomedical research, education, and community service. Our
facilities include two university hospitals, a National Cancer
Institute-designated Comprehensive Cancer Center, Shiley Eye
Institute, Sulpizio Cardiovascular Center, and several outpatient
clinics. UC San Diego Medical Center in Hillcrest is a designated
Level I Trauma Center and has the only Burn Center in the county.
We invite you to join our dynamic team!
Applications/Resumes are accepted for current job openings only.
For full consideration on any job, applications must be received
prior to the initial closing date. If a job has an extended
deadline, applications/resumes will be considered during the
extension period; however, a job may be filled before the extended
date is reached.
UC San Diego Health is an Equal Opportunity/Affirmative Action
Employer. All qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, national
origin, disability, age, protected veteran status, gender identity
or sexual orientation. For the complete University of California
nondiscrimination and affirmative action policy see:
UC San Diego is a smoke and tobacco free environment. Please visit
smokefree.ucsd.edu for more information.
Keywords: University of California - San Diego Medical Cente, San Diego , #102059 Administrative Assistant Supervisor, Administration, Clerical , San Diego, California
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